The role of the Project Manager on a residential project
Who keeps things moving? Understanding the role of a project manager in residential projects
Our Islington Townhouse where we acted as Project manager, Architect, Contract Administrator and Quantity Surveyor
In any residential building project attention tends to focus on the drawings the builder’s progress and the design details. But there is a crucial role working in the background that can make or break the smooth running of a site: project management.
This is the second in our series explaining the different roles during a residential construction project.
Interior designer
Contract administrator (CA)
Each role brings a different set of responsibilities, skills and professional focus. This post outlines the core duties of the project manager and explains how those duties interact with the wider team.
So what does project management actually involve? And when might it make sense to appoint a dedicated person just for this role?
This article explains what a project manager does on a residential project how this role interfaces with the architect, contract administrator and quantity surveyor and why combining these roles in the right context can be a major advantage for clients.
What is project management on a residential build?
In construction project management refers to the coordination and oversight of all the moving parts that keep the build on programme. It is distinct from architectural design, contract administration or cost control. The project manager is not there to make design decisions or resolve contractual disputes. Instead they are focused on logistics, timelines, procurement and sequencing holding the contractor to account that each task happens when it should in the right order with the right resources in place.
On paper this should be the responsibility of the builder. All residential building contracts assume that the contractor will manage their own programme and ensure materials and subcontractors are scheduled appropriately. In practice this is often an optimistic assumption. Builders, especially more cost effective builders may not have a dedicated internal project manager or they may be overstretched across multiple sites. This is where a client side project manager can make a real difference.
Their job is not to take over or duplicate the builder’s responsibilities but to monitor the programme closely, spot delays or risks before they happen and hold the builder to account for the commitments they have made to the programme.
Key responsibilities of the project manager
A typical project management role on a residential site includes:
· Regular check ins with the builder to monitor progress against the agreed programme
· Following up on whether subcontractors have been appointed and booked in time
· Checking that key materials fittings and equipment have been ordered with adequate lead times
· Identifying sequencing risks such as when one trade cannot proceed until another finishes
· Chasing actions with the builder to avoid bottlenecks
· Coordinating with the client on when their own supplied items are needed
· Keeping a live record of pending actions and upcoming risks
· Liaising with suppliers directly where necessary to verify delivery dates if the contractor refuses to confirm.
In short the project manager helps keep the build moving by paying close attention to the critical path the sequence of tasks that determine how quickly the project can be completed.
The architect: leading the design
The architect is the design lead throughout the project. They are responsible for preparing drawings coordinating consultants obtaining planning permission and advising the client on design decisions. During construction they monitor works on site to ensure that the build matches the design intent.
Although some elements of scheduling and coordination may naturally fall to the architect especially in the absence of others this is not the same as dedicated project management. Architects tend to become involved when design related issues arise or when decisions are needed. A project manager by contrast is embedded in the day to day progress of the site. They are proactive rather than reactive helping to prevent delays before they occur rather than resolving them afterwards.
The contract administrator: managing the contract
The contract administrator is the person appointed to manage the building contract on behalf of the client. This includes issuing instructions certifying payments assessing practical completion and managing extensions of time. They will produce site progress reports each week noting whether the builder is meeting their agreed programme and investigate whether an extension of time is due the contractor. They do not have a duty to check on whether the builder has ordered goods on time or whether key subcontractors are keeping to their programme.
The contract administrator acts as a quasi independent role. While appointed by the client they have a duty to act fairly between client and contractor. Their job is to interpret the contract apply its clauses correctly and ensure that both parties meet their obligations.
In many of our projects we combine the architect and contract administrator roles. This makes sense when the same person or team has been closely involved in the design and has a detailed understanding of the project’s scope. However contract administration is a distinct legal function and it is important that clients understand where its boundaries lie. The contract administrator is not a project manager and does not chase procurement or lead times. Their focus is on what has been built what has been certified and what is due to be paid not on the scheduling of future work.
The quantity surveyor: managing cost
The quantity surveyor is responsible for managing the financial side of a project. This includes preparing initial cost plans reviewing tender returns assessing monthly valuations and tracking variations to the agreed scope. Their role is to protect the client’s financial interests and ensure that the contractor is only paid for completed and approved work.
The quantity surveyor is not usually involved in the logistics or sequencing of the build. Their focus is cost rather than time. However delays in procurement and scheduling can have a cost implication especially if they lead to idle labour wasted deliveries or rushed decisions. In this way project management and quantity surveying are complementary roles each helping to reduce different types of risk.
If you are interested in understanding more about this role we have elaborated in this blog post: https://www.nancygouldstone.com/blog/who-manages-the-money-the-role-of-the-quantity-surveyor-in-residential-projects
When one person takes on all roles
Our Chelsea Mews House project where NGA took on all four roles including project management
On many of our residential projects particularly single homes extensions listed building refurbishments and bespoke new builds we provide all four roles in house. One experienced team member acts as architect contract administrator project manager and quantity surveyor.
This model is efficient streamlined and cost effective. Instead of paying for four separate consultants to attend site at different times and communicate back and forth our clients pay for a single site visit with all responsibilities covered. Technical issues that are raised are reviewed by the architect to coordinate with the overall design to ensure no clashes. Programme issues are chased by the same person who knows the design in detail. Costs are assessed by the same person who wrote the drawings. Communication is faster decisions are quicker and the project benefits from greater continuity.
When to appoint separate professionals
There are some projects where it is still advisable to appoint separate consultants. For larger more complex projects at Nancy Gouldstone Architects we can also offer a dedicated project manager in house who can focus solely on the project management. This model provides an extra layer of oversight while maintaining the close communication and cohesion that comes from an integrated team.
We have a selected set of external quantity surveyors and contract administrators who we can work with on projects that are larger scale and more complex and will require more time than we have capacity to carry within the practice. Likewise if the client already has a project manager or quantity surveyor they trust we are always happy to look at how we can work with them productively on the project.
But for most of our projects single homes extensions listed building refurbishments and bespoke new builds combining roles is the most effective approach. The size of the team is smaller the decision making is faster and the client experience is simpler.
Why this matters for clients
The benefit of this approach is not only financial although the savings are real. By eliminating duplicate meetings reducing handover points and shortening the feedback loop projects run more smoothly. The client spends less time chasing updates. Site visits are more productive. And because the same person is responsible for tracking progress certifying payments and ensuring design quality there is less room for confusion or delay.
For clients building or renovating a home often while juggling family life work and other pressures this can make all the difference. It offers a calmer more structured experience with fewer surprises and a greater sense of momentum throughout the build.
If you have a residential building project you are considering, we would love to help. Feel free to get in touch today to book an initial free consultation.